Examples of Correcting Payments

These scenarios require corrective actions for payments and provide you the steps to take to resolve.

Employee's Check Is Lost

Scenario: An employee's check is lost, stolen, or destroyed.

Corrective action:

1. Void payment.

   • Submit the Void Payment process.

   • Select Void Payment from the Person Results task.

2. Reissue the payment.

   What you can do	How it works
   Make an external payment	This prevents the check from being included in the next payments run. You can record the check number for the replacement check and the reason why you're making the payment externally.
   Use the standard payment process	The Void status includes the payment automatically in the payments process for the date of the voided payment, unless you prevent its reissue. The replacement check retains the original payment date.

3. Unless the check is in your possession, contact the bank for the source account to stop payment on the check.

Checks Require Reprinting Due to a Printer Problem

Scenario: Your printer jams while printing a batch of checks. The printer destroys one check and generates a blank check. This causes a mismatch between the check number on the person's record and the number on the check.

Corrective action:

1. Because you didn't issue the checks, you can roll back the batch check-payment process and then rerun it.

2. If the printing problem results in missing check numbers, void the checks to create an audit trail.

3. Adjust your starting and ending check numbers as needed when you resubmit the payment process.

   As a best practice, roll back all check payments to create a range of check numbers for printing. Printing individual checks means the check numbers aren't continuous, which can create problems when printing on preprinted stationery.

Employee Requests to Be Paid in a Different Currency

Scenario: An employee works and pays taxes in the US but wants to receive payments to a bank account in their home country of China. You set up payment methods so that the payment process converts the net pay amount from dollars to yuan.

Corrective action:

1. Define an organization payment method of EFT for the Chinese currency.

2. Define a personal payment method for the Chinese bank account.

3. Run QuickPay and select the new payment method. QuickPay calculates the correct pay amount in the currency associated with the selected payment method.

4. Make an EFT payment to the Chinese bank account.

EFT Payment Is Made to a Closed Bank Account

Scenario: An employee changes banks without notifying the payroll department, and the payment process sends an EFT payment to a closed account.

Corrective Action:

1. Void the EFT payment.

2. After, you can:

   • Process the payment in the next payroll run.

   • Make an external payment.

Payroll Check Expires Before It's Cashed

Scenario: Your payroll checks expire after 90 days, and you receive a notification that an employee hasn't cashed a check you issued 4 months ago.

Corrective action:

1. Void the original check.

2. Run the Generate Check Payments for Employees and Third Parties process.

3. Use Overriding Payment Date to set a new payment date.